Executive Assistant

Role Overview

The Executive Assistant to the President is a high‑judgment, high‑impact role designed to protect the President’s time, focus, and decision‑making capacity across multiple businesses and stakeholders.

This is not a traditional administrative role. The ideal candidate acts as a strategic gatekeeper, trusted thought partner, and operational anchor, filtering noise, anticipating needs, and ensuring the President operates at his highest level.

The right person is calm under pressure, exceptionally organized, discreet, proactive, and comfortable making decisions independently while maintaining a service‑oriented mindset.

Key Responsibilities

Executive Support & Gatekeeping

• Serve as the primary gatekeeper for the President, filtering communications, requests, and decisions.
• Manage multiple inboxes and communication channels, prioritizing and summarizing information so only critical items reach the President.
• Draft, edit, and send professional correspondence on behalf of the President with clarity and polish.
• Confidently redirect or resolve issues without unnecessary escalation.

Calendar Management

• Own and manage the President’s calendar to ensure efficient use of time.
• Clear agendas and expectations for all meetings
• Coordinate scheduling across internal teams, advisors, clients, and external partners.
• Add travel time, logistics, and contextual notes to ensure smooth transitions.

Meeting Preparation & Follow-Through

• Prepare meeting agendas, materials, and supporting documents in advance.
• Coordinate with internal teams and external partners to gather required information.
• Capture meeting notes and action items as needed.
• Track follow‑ups and ensure tasks are completed using internal systems.

Cross-Functional Coordination

• Act as a central point of coordination across multiple business entities, departments, and external vendors.
• Communicate clearly and professionally with advisors, clients, IT partners, legal/tax professionals, and leadership.
• Resolve logistical and operational issues independently whenever possible.

Event & In-Person Support

• Provide on‑site administrative support for in‑person meetings and events hosted by the President.
• Assist with logistics, room setup, guest coordination, and basic technology needs (AV, Teams/Zoom).
• Serve as the on‑site administrative point of contact during events.

Operational Support

• Maintain organized records, documents, and workflows.
• Identify inefficiencies and suggest process improvements.
• Support day‑to‑day operational needs with accuracy and reliability.

Required Qualifications

• 3 years of experience supporting a senior executive (CEO, President, Founder, or Partner).
• Experience in financial services, insurance, investments, and/or financial planning.
• Familiarity with CRM systems, task‑management tools, or similar platforms.
• Demonstrated ability to manage complex calendars and high volumes of communication.
• Strong written and verbal communication skills with a professional, composed tone.
• Proven ability to make decisions independently with sound judgment.
• Exceptional organizational skills and attention to detail.
• High level of discretion and professionalism.
• Comfort working in a fast‑paced, high‑expectation environment.

Preferred Experience

• Experience supporting executives who manage multiple businesses or entities.
• Prior experience acting as a gatekeeper for executive time and priorities.
• Experience supporting in‑person meetings or events, including logistics and coordination.
• Background in a client‑facing professional services environment.

Location & Work Arrangement

This role is local‑preferred due to the need for:

• In‑person meeting and event support
• On‑site logistics and coordination
• Close collaboration with local leadership and operations

Some flexibility may be available, but candidates should expect a primarily local role.

Compensation

• $45,000–$65,000 annually, depending on experience and industry background.